Job Details
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Job Description
REPORTS DIRECTLY TO:
- Administration and Personnel Manager (APM) but receives direct and daily guidance from the Director General’s Representative
FUNCTIONS:
- Provide executive assistance for Director General Representative (DGR).
- Oversee Cairo Office communications and correspondence and assist in overall office administration.
- Coordinate and ensure efficient work overflow between the organization different departments.
- Perform administrative assistance in absence of Administration and Personnel Manager.
Executive Support:
- Provide executive support that is timely, effective and to a professional standard for DGR. Screen DGR’s mail and calls and authorized in select circumstances to block calls or relay messages on the DGR’s behalf.
- Manage DGR schedule, maintain the daily calendar, de conflict meetings and events, coordinate meetings with outside business, diplomatic and ministerial counterparts.
- Manage the DGR calendar, assure appropriate transportation is available, prepare daily reminders.
- Assist in organizing travel arrangements and social functions for DGR.
- Perform all executive secretarial duties including note taking, preparation of correspondence, maintaining contact with multiple outside agencies, etc.
- Maintain all official incoming and outgoing correspondence, assign and distribute correspondence, including courier and fax; efficiently and in a timely manner and provide assistance using independent judgment to determine those requiring priority attentions, prioritize, channel and facilitate communication from department heads.
- Maintain efficient and systematic management of the administrative files, retrieve information from active and archived files, and provide a computerized recordkeeping system.
- Compose and draft business letters as required.
- Coordinate office activities and schedules.
- Prepare and assist in all office social events as well as the MFO Annual Reception.
- Provide official travel bookings and airline tickets as needed.
- Carry out hotel reservations ensuring cost effective bookings are made in line with the TDY and appropriate records are maintained for financial purpose.
- Resolve issues with hotels or commercial vendors.
- Design, automate and update office lists and forms.
- Perform the administrative routine work while the Administrative officer is on leave.
Job Requirements
- University degree.
- Minimum five years’ experience in a similar position with international organization.
- Initiative and ability to work with a minimum of supervision and ability to communicate effectively and poses good interpersonal skills.
- Advanced proficiency in MS Office Suite applications.
- High comfort level with online database systems, web searches and email management.
- Capable of learning applications used by the MFO.
- Experience with the military or an international organization would be an asset.
- English:
- Excellent usage.
- Capable of operating in a completely English environment in an international organization, dealing effectively with English speakers of different nationalities.
- Ability to compose business letters and reports in good business English.